Reports to the Director of Customized Education
Supervises and trains Techceptionists, student employees, and other support staff.
Performs specialized, high level, and/or complex administrative support duties; supports specialized programs for a department, functional area, or college.
Uses discretion to make judgments based on specific operating guidelines and policies and with respect to communications and confidentiality. Ensures that departmental operations comply with organizational policies and procedures as well as applicable laws and regulations. Participates in and contributes to special projects and programs as directed by the department head. Composes and/or prepares correspondence, promotional materials, forms, newsletters, and/or manuals.
May track and prepare budget reports and maintain records and databases.
May conduct specialized research, extract data from appropriate relational databases, create reports and spreadsheets, create presentations, plan conferences or events, or provide purchasing and payroll support for department or unit.
May respond to and initiates inquiries, explain policies, and answer questions.
Department Specific Essential Job Functions
Assists in the preparation and maintenance of the budget. Includes preparing purchase requisitions, paying invoices, maintaining inventory records, and tracking expense patterns. Monitors activity within budgets to ensure adequate funding. Assists with development and maintenance of a process for tracking expenses. Provides budget reports. Researches financial processing problems to ensure payment to vendors and responses to inquiries are accomplished in an expeditious manner and in accordance with university policies and procedures. Manages cash, cash-related receipts, accounts receivable and credit and collection functions, ensuring timely processing of billings, payments, and collection of program revenue. Facilitates procurement and payment process for the department. Advises on State and University procurement policies and procedures. Prepares requisitions and tracks progress through conversion to purchase orders. Verifies receipt of goods and approves invoices for payment. Assists in selecting vendors, negotiating features and pricing. Provides consultation, clarifying policies and procedures, and resolving problems. Coordinates travel processes for department personnel. Advises staff members of University travel policies and procedures. Assists members with various travel forms. Coordinates department travel card program.
Develops and implements systems and processes to establish and maintain records for the operation unit. Establishes and maintains official records and documents in appropriate files. Oversees direction and accountability for all of the unit's facilities operations responsibilities. Supervises Techceptionists, student workers, and other support staff in the development of class schedules and oversees appropriate room assignments, including the use of facilities by outside parties. Directs the customer service function for facilities; oversees the monitoring of student/participant questions and problems. Supervises contract facilities employees. Oversees construction work and acts as project manager/ coordinator. Procures and oversees after-hours security. Serves as on-call representative for building issues and tenant support in resolving building issues. Responsible for following accurate protocol for reporting building issues to UCO and building owner. Participates in internal committees as assigned. Performs special projects, researching and analyzing utilization data, writing reports, and making recommendations. Assists with plans, preparation, and arrangement for meetings, special events, and special projects. Assists in the establishment of specific and long-range unit goals. Assists in the development of some department policies and procedures. Assists in the preparation and submitting of full-time, part- time, and hourly payroll paperwork. May greet visitors and screen phones calls, take messages and/or refer calls to appropriate person. Ensures documentation follows best practices, is up-to-date, accurate, and tested. Operates well with the complexities of a fast-paced, high stress environment. Maintains integrity and confidentially. Continually updates skills and knowledge relative to the position and industry. Performs other related duties as assigned.
**Note: Position is located Downtown Oklahoma City.
Bachelor degree in accounting, finance, business or related field or with a non-business degree relevant work experience that provides budgetary knowledge of and exposure to fundamental theories, principles, and concepts. Typically requires an associate's degree/or and 2 to 4 years of experience.
Knowledge, Skills, and Abilities
Must possess excellent communication skills, both verbally and in writing. Ability to maintain a complex system of inter-related files/systems; devise/adapt office systems to changing organizational needs. Apply sound human relations practices in establishing and maintaining effective working relations with the UCO Community.
Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with AOA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
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